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Reviewing Personnel Files and Data Requests at UMD
Revised August 27, 2008
Revised October 27, 2011
It is the policy of the University of Minnesota Duluth to comply with the University of Minnesota policies on personnel files and the Minnesota Government Data Practices Act to ensure that data is appropriately gathered, stored, and appropriately available to those who request it. This policy and related procedures may be modified by a collective bargaining agreement or change in state law.
Website links to relevant University policies and the State statutes may be found at the end of this document.
SCOPE OF THE COVERAGE
This policy and the associated guidelines apply to all units on or associated with the UMD campus. They are designed to provide guidance to all individuals who are involved with the creation, use, and/or maintenance of personnel data for all staff and faculty. They also provide information for University staff and members of the public seeking personnel data.
RESPONSIBILITY FOR ADMINISTERING THE POLICY
Faculty and Non-Faculty Academic Employees:
The Executive Vice Chancellor for Academic Affairs or designee is responsible for maintaining the official personnel records of all faculty (that is, the Employment Record File), as well as non-faculty academic employees. In addition, the Executive Vice Chancellor is responsible for seeing that related sections in the UEA collective bargaining agreement are implemented in accordance with that Agreement and consistent with applicable laws.
Current employees may review their own official personnel files, once every six months, by submitting a written request to the appropriate office as identified above. Requests by employees to review their personnel file shall be complied with as soon as possible or within seven working days from the date of the request. After review and upon written request, the employee may receive a copy of the file.
If an employee disputes specific information in the file, the employee must notify the appropriate administrator regarding the disputed information. An agreement to revise or remove the material may occur or, if no agreement can be reached, the employee may submit a position statement, not to exceed five written pages, which must also be maintained in the personnel file.
When personnel data is being requested by anyone outside the University, the request must be made in writing and forwarded to the UMD Department of Human Resources & Equal Opportunity (UMD HR&EO), where it will be reviewed, data gathered, and the appropriate response provided. No information will be released in response to oral requests. If requested, copies shall be provided for a fee, which may include the costs of searching for and retrieving the data and for making, certifying, and compiling the copies. Copies will be provided within a reasonable time period and paid for by the requester prior to receipt of the materials.
RELEVANT WEBSITE LINKS
Records will be kept as long as required by law or University policy. The University of Minnesota Records Retention Schedule may be found at:
UNIVERSITY OF MINNESOTA POLICIES:
Public Access to University Information
Internal Access to University Information
Examples of Public, Private, and Confidential Information
Review of Personnel Record by Employee (MS 181.961)
Minnesota Government Data Practices Act (MS 13.01)